User License Types in Salesforce
Why User License Types Matter
Understanding user license types is fundamental for any Salesforce Administrator. Licenses determine what features and functionality users can access within your Salesforce org. Selecting the wrong license type can result in unnecessary costs or users lacking access to critical features they need to perform their jobs. For the Salesforce Administrator exam, this topic frequently appears because it directly impacts org setup, cost management, and user productivity.
What Are User License Types?
A user license is a permission set that determines the baseline level of access a user has to Salesforce. Every user must have exactly one user license assigned to their profile. Salesforce offers several categories of licenses:
Salesforce License - The full CRM license providing access to standard Salesforce functionality including Sales Cloud and Service Cloud features. Users can access custom apps, standard tabs, and most Salesforce features.
Salesforce Platform License - Provides access to custom apps but not standard CRM functionality like Opportunities and Forecasts. Ideal for users who need custom applications built on the platform.
Lightning Platform Starter License - A more limited platform license with access to a smaller set of custom objects and tabs.
Chatter Free License - Allows users to access Chatter for collaboration, view profiles, and access files, but cannot view or access Salesforce data or records.
Chatter External License - For customers or external users who need to participate in specific Chatter groups.
Community Licenses - Various license types (Customer Community, Partner Community, etc.) designed for external users accessing Experience Cloud sites.
Identity License - Provides single sign-on capabilities and identity management features.
How User Licenses Work
When you create a user in Salesforce, you must assign them a profile, and that profile must be associated with a specific user license type. The license acts as the foundation that limits what the profile can potentially grant access to.
Key mechanics include:
1. License determines profile options - You can only select profiles compatible with the chosen license type
2. One license per user - Each user has exactly one user license, though they may have additional feature licenses and permission set licenses
3. License count tracking - Administrators can view available and used licenses under Setup by searching for Company Information
4. License hierarchy - Higher-tier licenses include capabilities of lower tiers in most cases
Feature Licenses vs. Permission Set Licenses
Beyond user licenses, Salesforce also offers:
Feature Licenses - Add specific functionality to users, such as Marketing User, Knowledge User, or Service Cloud User features
Permission Set Licenses - Enable specific permissions that can be assigned via permission sets, extending capabilities beyond the base user license
Exam Tips: Answering Questions on User License Types
1. Know the differences between Salesforce and Platform licenses - Exam questions often present scenarios asking which license is most cost-effective. Remember that Platform licenses cannot access standard CRM objects like Opportunities, Forecasts, or Quotes.
2. Understand Chatter license limitations - Chatter Free users cannot access Salesforce records or data. They can only use Chatter functionality, view profiles, and work with files shared with them.
3. Read scenarios carefully - Questions will describe user needs. Match the minimum required license to those needs for cost optimization.
4. Remember the Company Information location - License counts and availability are found in Setup under Company Information. This is a common exam question.
5. Community license distinctions matter - Know that Customer Community licenses are for high-volume, limited-access scenarios while Partner Community licenses provide broader access for business partners.
6. Feature licenses supplement user licenses - When a question mentions specific features like Marketing or Knowledge, consider whether a feature license is needed in addition to the base user license.
7. Consider cost implications - Exam questions may present budget-conscious scenarios. Platform licenses are typically less expensive than full Salesforce licenses.
8. Profile-license relationship - Remember that profiles are tied to license types. Changing a user's license may require changing their profile.
Common Exam Scenario Examples
Scenario 1: A company needs users to access a custom expense tracking app but not Opportunities. Answer: Salesforce Platform License
Scenario 2: External contractors need to collaborate with employees but should not see any CRM data. Answer: Chatter Free or Chatter External License
Scenario 3: Sales representatives need full access to Leads, Opportunities, and Forecasting. Answer: Full Salesforce License